Privacy Policy

CabBooks is a phone app for self-employed taxi and private hire drivers. It keeps your business records and sends your quarterly updates to HMRC under Making Tax Digital for Income Tax. It is provided by Cabbooks Ltd, which is the data controller for the information described on this page.

• Your email address and sign in details. If you sign in with Google, we also receive the name and profile picture Google shares with us. Your password is handled by our sign in provider and we never see it.
• Your National Insurance number and business name, which HMRC needs to identify your business.
• The income and expense records you add, including any corrections you make.
• What we have sent to HMRC for you and what HMRC sent back, such as your quarterly updates, your deadlines, tax estimates and HMRC's messages.
• Your connection to HMRC, which is the permission you give us in HMRC online services to act for you.
• Your two step verification settings.
• An audit trail of what happens in your account, such as records added and updates sent to HMRC.
• Whether you have an active subscription.
• Details about your phone that HMRC requires with every request we send them, known as fraud prevention data. These are a random ID created by the app, your phone's local network addresses, screen size, time zone, operating system and version, phone make and model, and language setting.
• If you use Report a problem, your message, your phone model, operating system version and app version.

The app has no advertising, no analytics and no marketing tools. We do not track you across other apps or websites.

We use your account details, records, HMRC connection and subscription status to provide the service you signed up for. This is processing necessary for a contract with you.

We send fraud prevention data because HMRC requires software that connects to their systems to send it. This is processing necessary to comply with a legal obligation.

We keep the audit trail and use problem reports because we have a legitimate interest in keeping your account secure, showing a true history of what was sent to HMRC, and fixing problems you tell us about.

We use your data for nothing else. We do not sell it or use it for marketing.

We send HMRC the quarterly updates and other information you ask us to send, along with the fraud prevention data they require.

We use these providers to run CabBooks. They act on our instructions and do not use your data for their own purposes.

• Our database, sign in and hosting provider, in London.
• A server provider in London that runs our own server, which passes requests to HMRC. It stores nothing.
• An email delivery provider, which sends sign in emails and problem reports, in the European Union.
• An email provider, which hosts our support inbox, in the European Union.
• A subscription management provider, in the United States. It receives your account ID, your phone's model, operating system version, app version, language setting and IP address. It does not receive your records or tax details.

If you sign in with Google, Google handles that sign in under its own terms. If you subscribe, Google Play takes your payment under its own terms. We never see your card details.

Your records and account are stored in the United Kingdom. Emails handled by our email providers are stored in the European Union, which UK law treats as giving the same level of protection as the UK.

Our subscription management provider stores its data in the United States. That transfer is protected by the UK International Data Transfer Addendum to the European Commission's standard contractual clauses, which form part of our agreement with that provider.

We keep your data while your account is open. When you delete your account, we delete your records, your HMRC history, your connection to HMRC, your audit trail and your account itself. We do not keep a copy, or even a note that your account existed.

You must keep your business records for at least five years after the 31 January deadline for the tax year they relate to. That is your legal duty, not ours. So before you delete your account, the app asks you to download your records and keep them safe.

Deleted data can stay in our database backups for up to 7 days. After that it is gone for good.

We keep support emails, including problem reports, for up to 2 years, then delete them. If a message contains sensitive details we delete them straight away. You can ask us to delete your emails sooner.

Your sign in is kept in your phone's secure storage. The random ID used for HMRC's fraud prevention data is also kept on your phone. Your financial records are not stored on your phone. The app reads them from our database each time, so it needs an internet connection.

Under UK GDPR you have these rights, and most of them work inside the app.

• See your data. Your records, details, deadlines and updates sent to HMRC are in the app at any time.
• Take a copy. You can download your records as a CSV file from the app whenever you like.
• Correct it. You can change your details in the app. To fix a saved record, you add a correction. The original stays visible next to it, so there is always a true history of what was recorded and sent to HMRC.
• Delete it. In the app, open the menu, choose Settings, then Delete account. Or ask us without the app.
• Restrict or object to how we use it, or ask for anything else we hold about you. Email us and we will deal with it.

Contact us at hello@cabbooks.online. If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office.

If you join our waitlist on this website, we keep your name, email address, licensing council, driving platform and which link brought you to the form, so we can tell you when CabBooks is available. We do this with your consent. We keep your details until you ask us to remove them, and you can do that at any time by emailing hello@cabbooks.online.

CabBooks is for people aged 18 and over. We do not knowingly collect personal data from anyone under 18. If we find out we have, we will delete it promptly.

We may update this Privacy Policy from time to time. We encourage you to review this page periodically.